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Senior Secretary C&PR (OPS/SS3)

Date Posted
23rd August 2017
Reference
VAC-26693
Sector
Secretarial, Administrative & Clerical
Job Type
Permanent
Location
Kingston
Salary
Not Disclosed

Job Summary

To provide efficient and effective secretarial support services to the Communication and Public Relations Branch.

Job Description

KEY OUTPUTS

  • Records Maintained
  • Documents Produced
  • Reports Generated
  • Filing System Maintained
  • Mail recorded and distributed
  • Office Supplies requested and distributed
  • Appointments/meetings scheduled

 

KEY RESPONSIBILITY AREAS

  • Takes and transcribes notes and produces documents
  • Schedules and coordinates meetings for supervisor and senior officers in the Branch
  • Prepares statistical and narrative reports
  • Establishes and maintains a records management system for the Branch
  • Records incoming and outgoing mail and distributes accordingly
  • Drafts response to routine correspondence for relevant signature
  • Requests and manages the distribution of office stationary and supplies for the Branch
  • Research and provides information to facilitate the preparation of critical reports;
  • Reproduces confidential and other urgent correspondence and deals with urgent mail, faxes and emails as directed.
  • Performs other related functions assigned from time to time by the Director Communication and Public Relations Branch
  • Proof reads documents for accuracy, completeness and conformity to established formats
  • Co-ordinates activities for a variety of meetings, attends meetings, take notes and prepares minutes;
  • Conducts procurement activities on behalf of the Communication and Public Relations Branch for stationery and office supplies and ensures the adequacy of the Branch’s stationery and supplies

 

PERFORMANCE STANDARDS

This job is satisfactorily performed when:

  • Documents are accurately produced within agreed timeframe to required standard
  • Filing system is maintained according to established Records Management standards
  • Office supplies are adequate and distributed within the agreed time frame
  • Mail processed and distributed to appropriate person within the agreed timeframe
  • Appointment diaries are accurately updated as requested
  • Confidentiality and integrity are exercised

 

REQUIRED COMPETENCIES 

Core Competencies

  • Oral Communication
  • Written Communication
  • Integrity
  • Team Work & Cooperation
  • Initiative
  • Compliance
  • Customer and Quality Focus
  • Interpersonal
  • Adaptability


Technical/Functional Competencies

  • Use of Technology
  • Analytical Thinking
  • Planning and Organising
  • Time Management


Other Competencies

  • Ability to compose and edit written material
  • Ability to record minutes and transcribe meeting notes
  • Ability to work under pressure and meet deadlines
  • Tact and decorum when dealing with people

 

MINIMUM REQUIRED EDUCATION AND EXPERIENCE

(a)  Specific knowledge (however acquired) required to start:

(b) Qualifications and Experience

  • CXC/GCE O’level English Language; successful completion of the Certificate in Administrative Management (CAM) level 2 at the Management Institute for National Development (MIND), proficiency in typewriting at a speed of 50-55 words per minute and shorthand at a speed of 100-120 words per minute, plus 4-5 years general office experience.

OR

  • Graduation from an accredited school of Secretarial Studies with proficiency in typewriting at a speed of 50-55 words per minute and shorthand at a speed of 100-120 words per minute; training in the use of a variety of software applications e.g. word processing, database and spreadsheets; English Language at CXC/GCE O’level; completion of the appropriate Office Professional Training Course at the Management Institute for National Development (MIND) plus 4-5 years general office experience.

(c) ContinuousProfessionalDevelopment

 

SPECIAL CONDITIONS ASSOCIATED WITH THE JOB

  • Work beyond normal office hours

 

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